Administrative Services Coordinator

About the Role:

• This position requires a detail-oriented and organized individual to manage various administrative tasks on a daily basis.

Main Responsibilities:

• Receive and direct phone calls to relevant personnel or departments as needed, ensuring timely communication and resolution of issues.
• Handle both internal and external communications with professionalism and courtesy, providing regular updates as required.
• Maintain accurate records of daily activities, including administrative tasks, canteen management, housekeeping, security, and other related duties.
• Prepare and update HR-related data, such as overtime details and canteen management information.
• Perform additional HR and administrative tasks as assigned, prioritizing efficiency and productivity.
• Ensure proper documentation, printing, and filing systems are in place for efficient access to important documents.
• Coordinate appointments, activities, and schedules, demonstrating flexibility and adaptability.
• Manage front office supplies and inventory, maintaining optimal stock levels and minimizing waste.
• Provide exceptional guest services, including welcoming visitors, arranging refreshments, and coordinating arrangements as necessary.
• Visitor Management:
  • Welcome guests and visitors, offering them a warm welcome and facilitating their needs.
  • Arrange for tea, coffee, and drinking water as requested.
  • Collaborate with concerned personnel to confirm and set up arrangements.
  • Arrange lunch for visitors, taking into account dietary requirements and preferences.
• Pantry Management:
  • Maintain an adequate stock of pantry items, including tea, coffee, sugar, biscuits, and other essentials.
  • Carefully maintain crockery items, such as mugs, cups, and guest lunch sets.
  • Monitor and manage chocolate stock against WoW cards.
  • Support the office boy with day-to-day tasks during guest visits and office hours.
  • Verify and settle the monthly tea invoice in a timely manner.
• Courier Management:
  • Regularly update courier entries in the register and submit them to the designated party.
  • Distribute couriers to the appropriate individuals and maintain accurate records.
  • Verify and settle the monthly courier invoice promptly.
  • Respond to queries regarding courier services and resolve any issues that may arise.
• Library Management:
  • Keep track of library books, issue them to employees, and maintain an accurate library register.
  • Send reminders to employees about overdue books and encourage a culture of reading among staff members.

About You:

• You possess excellent organizational and time management skills, enabling you to prioritize multiple tasks effectively.
• You have strong communication and interpersonal skills, allowing you to interact positively with colleagues, guests, and external parties.
• You are self-motivated and proactive, with a commitment to delivering high-quality results under pressure.
• You demonstrate flexibility and adaptability, embracing changes and adjustments as required.
• You share our passion for delivering exceptional customer experiences and contributing to a dynamic work environment.

What We Offer:

• A competitive compensation package reflecting your value to our organization.
• Ongoing training and development opportunities to enhance your skills and career growth.
• A collaborative and supportive work environment fostering creativity and innovation.
• The chance to contribute to a mission-driven team committed to making a positive impact.

How to Apply:

• Please submit your application, including your resume and a cover letter outlining your experience and qualifications.
• We look forward to reviewing your application and discussing this exciting opportunity further.